Business Communication Report: Effective Communication in Business

This report delves into the core concepts of business communication, exploring its significance in the workplace. It defines business communication, emphasizing the importance of effective information exchange between internal and external parties for smooth company operations. The report covers vital components such as clarity, coherence, and the appropriate selection of communication mediums. It also highlights the importance of presentation and listening skills. The report incorporates a personal reflection using Gibb's reflective cycle to analyze the student's learning journey, identify communication strengths and weaknesses, and propose an action plan for improvement. Furthermore, the report includes a PowerPoint presentation detailing communication models, the impact of communication on organizational output, employee relations, and development, and the creation of a positive working environment. It also discusses barriers to effective communication, such as outdated technology, cultural differences, ineffective leadership, and low employee motivation, along with potential solutions.

Business
communication

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Active business communication in the workplace.................................................................1
Improvement in business communication skills.....................................................................1
Vital components of business communication.......................................................................2
Reflection...............................................................................................................................2
Power Point Presentation........................................................................................................4
CONCLUSION..............................................................................................................................12
REFRENCES.................................................................................................................................13

INTRODUCTION
Effective communication is an essential element of functioning workplace and helps
business firms ensure that every employee is contributing to the success of the company
(Bannier, Pauls and Walter, 2019). The present report aims to understand the concept of business
communication. It is important to understand the skills, theory and impact of communication as
it plays an important role in ensuring that vital information is communicated properly to every
employee in the company. This report provides definition of business communication in the
workplace, vital components of communication and ways to improve communication skills.
Personal reflection on business communication is provided in this report. Power point
presentation covering impact, theory and challenges of communication is provided in this report.
MAIN BODY
Active business communication in the workplace
The procedure of exchanging information with external as well as internal parties in order
to facilitate smooth functioning of the company is defined as business communication ( O'Brien
and et. al., 2019). Effective business communication in the workplace includes constructing
communication channels which connect employees in various management levels. This includes
both verbal and non-verbal communication with the help of emails, video-conferencing,
presentation, social media communication and others communication channels (Tripathy, 2018).
Effective workplace communication is beneficial to business firms as it creates high perfuming
workplace culture and enhances teamwork of the organisation.
Improvement in business communication skills
Developing presentation skills assists in building effective business communication skills
as it is one of the most commonly used communication channel in workplace context. In order to
build presentation skills the first step is to gain knowledge about various tools used to build
appealing and informational power point presentation (Malyuga and Orlova, 2017). This will
assists in presenting required information in an appealing and easy to understand manner.
Apart from this listening skills are also helpful in enhancing effective business
communication. This skill helps in understanding the questions and statements made by others
after the presentation is complete so that effective answers and explanations are communicated
and every employee understands the situation (Kurtz and et. al., 2017).
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This will ensure that effective information is communicated to every employee so that
every task is completed effectively. This contributes to career progression as success is attained
in every task.
Vital components of business communication
Clarity: This business communication element includes producing clear messages with
vital details. This is an important element of business communication as it ensures that the
messages is interpreted by the receiver as desired by the sender (Maiorescu-Murphy, 2020).
Coherent: This element focuses on constructing coherent messages from which meaningful
interpretation is derived. It is important to send coherent messages so that they can be easily
interpreted by anyone and minimise miscommunication (Johnston and Pieczka, 2018).
Medium: The medium selected for communicating is another important element of
business communication. This is because the selection of the medium dictates the structure and
restriction of thee message (Almeida, Becker and Villanueva, 2021). Written communication
does not provide features of visual depiction of information while presentations have this feature.
It is important to decide the correct medium for communication in order to gain most effective
results.
Reflection
The Gibb’s reflective cycle is a popular model of reflection which assists in developing
profound understanding of a specific event (Fathelrahman, 2019)
 Description: I gained the knowledge about various elements of business communication
after participating in this module. I was able to understand the importance of effective
workplace communication by learning about the role of communication in helping business
firms attain success.
 Feelings: During the completion of this module I felt that the assignments given to me
helped me understand various aspects of business communication in a profound manner.
After developing an understanding of the business communication I believe that my public
speaking skills are not effective which are one of the key characteristics of effective
business communication in different mediums.
 Evaluation: The main factors which helped me produce good work and learn were my
listening skills. I was able to understand the material being taught and viewpoints of other’s
on certain topics in order to gain profound knowledge. I have determined flaws in my
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communication skills with the help of this module. The main flaw is in my public speaking
skills as I am not able to communicate my ideas effectively and confidently in a public
setting.
 Analysis: I was able to enhance my listening skills with the helped of this module as it
helped me recognise the importance of communication. I was able to identify my strength in
listening skills and make further improvement. Ineffective public speaking is my biggest
flaw in terms of communication. This is because public speaks is valuable element of
various communication methods such as presentation, speeches, public debates and many
others.
 Conclusion: From the above discussion it is concluded that it is important to build
communication skills in order to effectively share information in the workplace. Listening
skills and public speaking skills are important parts of effective business communication
which need to be improved in order to ensure reduce miscommunication at the workplace.
 Action Plan: The action plan for developing public speaking skills is provided below:
 To attend public speaking scenarios
 To improve public speaking skills by joining online classes
 To take feedback from listeners on public speaking
 To learn ways to manage facial expressions and body language to convey messages during
public speaking.
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Power Point Presentation
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This presentation provides descriptions of communication models and impact of
communication in the workplace and impact of effective business communication in the
workplace. The barriers of effective business communications and their solutions are provided in
this presentation.
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Linear communication model: The point of view this model is to look at communication
as a linear process. This communication model provides the steps of sender transmitting message
to the receiver. The sender in this model is the source of the message; the message consists of
words sounds or behaviours which are communicated with the help of channel (Enke and
Borchers, 2019). The channel is the medium through which the message travels to reach the
receiver. This is simplistic model of communication which does not provide information about
taking or recovering feedbacks from the receiver.
Transactional communication model: This communication model eliminates the terms
terminology such as senders and receivers in exchange of the common term communicator for
every individual participating in the communication process (Villa, Gonçalves and Odong,
2017). This implies that the communication is not a linear action and is attained by individuals
from both sides participating in the process. Under this model people create shared meaning in
more dynamic process as compared to the linear model. Messages are independent in the
transactional communication model in order to develop shared manning it is essential to have
commonality in experience field (Cutchin, Dickie and Humphry, 2017).
The impact of communication in the workplace is described below:
Organisational output: Communication plays a crucial role in increasing productivity of
the company. Efficient communication which includes clear instructions, fast message delivery,
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and proper explanation, is the key factor to solid cooperation between managers and employees
(Torres Ferraz and Santos-Rodrigues, 2018). This increases understanding between employees
and ensures that everything is completed in a timely manner. This ultimately increases
productivity of the company.
Employee relations: Effective communication ensures that managers and employees build
effective relations. Managers and employees are able to communicate information necessary for
their development and job roles (Murugan and Francifca, 2019). This builds positive relations
between employees and managers which motivates employees to enhance their productivity and
increases employee satisfaction.
Employee development: Employees are able to communicate any suggestions and
grievances related to the employee development programmes and training initiatives to
concerned authorities with the help of effective workplace communication (John, 2018). This
feedback ensures that business practices such as employee development programs, training
initiatives, Corporate social initiatives and other programmes are continuously improved.
Workforce of the firm moves towards path of continuous improvement with help of effective
workplace communication (Smith, Patmos and Pitts, 2018).
Positive working environment: Communication builds harmonious working environment
in which every employee is able to effectively coordinate with each other and share knowledge
too gain desired results (Kelly and MacDonald, 2019).
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Some of the barriers which affect effective business communication in the workplace are
provided below:
Outdates technology; Usage of outdated technology to set up communication channels in
the workplace reduces the speed with which messages are transferred between the workforce
(Hommes, and et. al., 2018). This reduces effectiveness of communication strategy and leads to
conflicts as outdated technology does not enable employees to construct clear and concise
messages.
Cultural differences: Business firms which have culturally diverse workforce includes
employees which are not able to understand the social cues, body language an informal
communication methods (Lai, Shankar and Khalema, 2017). Employees which have different
native language are also not able to express their views effectively in a business firm which
consists of employees with different cultural background.
Ineffective leadership: Business firms which have ineffective leadership create a business
environment which limits open communication between employees, creates confusion related to
messages and restricts the ability of lower level employees to interact with senior level
employees, managers and leaders in order to communicate their concerns (Nordin and Jelani,
2019). This affects proper communication of the company.
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Low employee motivation: This barrier arises from low encouragement of employees to
working for the company for the business firm with high commitment. Employees are not
interested in sharing knowledge with each other which disrupts effective communication
(Arseneault, 2020).
Business firms need to utilise advanced technology in order to maintain swift
communication.
Cultural diversity management needs to be priority of the company in order to create
effective communication channels in diverse workplace.
Leadership of the company needs to be highly competent in order to ensure effective
communication (Mayfield and Mayfield, 2017).
Business firms need to develop rewards and recognition programs in order to enhance
employee motivation and build effective communication (Cowan and Horan, 2021).
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CONCLUSION
From the above report it is determined that effective communication plays an important
role success of the company as it ensures that every employees is informed about their roles and
tasks. This ensures timely completion of various business operations and helps the company
attain their business objectives.
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